Privacy Policy

Effective Date: October 30, 2025

1. About

TokioConf LLC (“TokioConf”, “we”, “our”, “us”) organizes TokioConf, the official conference of the Tokio project. We provide technical education and community programs that support async Rust developers and the growth of high-performance, production-grade systems. This Privacy Policy explains what information we collect, how we use it, and the rights you have regarding your data.

2. Scope

The Privacy Policy applies to Personal Information processed by us, including on our websites (e.g. TokioConf.com and any other websites we own or operate), in conjunction with running events (e.g. registering, submitting sessions, and any other requirement to execute an event), and providing educational services (collectively, “Services”).

This Privacy Policy does not apply to any third-party websites, services, or applications even if they are accessible through our Services, including when you interact with us through event registration systems, payment platforms, or third-party hosting platforms used to deliver our Services.

3. Personal Information We Collect

We may collect the following categories of information when you use our Services:

• Identifiers such as your name, email address, company or organization, and preferred badge information.

• Professional information including job title, industry, and areas of technical interest.

• Event Media such as photographs, video recordings, and audio captured during event sessions and activities. These materials may include incidental images or recordings of attendees during sessions or social events. By entering event areas, you consent to such recording.

• Event logistics information such as accessibility accommodations, dietary preferences, optional pronouns, t-shirt size, and other details you choose to provide to support your participation in the event.

• Payment-related information required to process registration transactions, which is handled securely by third-party payment processors. We do not store full payment card details.

• Technical communications you send to us, such as support inquiries, feedback forms, or speaker coordination messages.

• User-submitted content such as call-for-speakers proposals, biographies, and presentation abstracts.

• Device and usage data collected automatically through analytics tools, including IP address, browser type, device information, pages visited, geographic region, and referring links.

We only collect information that is reasonably necessary to operate our Services, communicate with attendees, and improve the event experience.

Certain information you choose to provide (such as accessibility needs or pronouns) is optional and collected solely to support a respectful and inclusive event experience.

Cookies and Tracking

We use cookies and similar technologies to improve website functionality, analyze traffic, and personalize content. We do not use cookies for behavioral advertising or sell browsing data. You can control cookies through your browser settings. Certain analytics data may be processed by third-party providers such as Google Analytics.

4. How We Use Your Information & Legal Basis for Processing

Use of Your Information

We use your Personal Information in order to execute our Services such as:

• Process and manage event registrations, speaker submissions, and sponsorships including sponsor benefits

• Send event logistics, updates, and reminders

• Communicate about future Tokio-related events, initiatives, and non-commercial community updates

• Display speaker information publicly to promote and provide attendees with event information

• Operate safety and accessibility accommodations

• Respond to support requests, inquiries, and questions

• Improve our website, communications, and event experiences

• Produce anonymous attendance metrics

• Enforce our agreements, and complying with legal obligations including to disclose information to law enforcement, the courts and other authorities.

Event Media may be used for documentation, educational purposes, marketing or promotional purposes related to TokioConf and the Tokio project. Session recordings or images may be published or made available after the event for educational and promotional purposes.

Legal Basis for Processing

We rely on the following legal bases to obtain and process Personal Information: 

• Where users have given us valid consent to use their data in certain ways

• Where users provide information in order to access our Services

• Where processing is necessary for the performance of a contract with you, such as delivering a paid registration

• In certain instances we may process information where this is necessary to meet legal obligations, such as compliance with law enforcement subpoenas or warrants.

• In limited cases, for example to ensure the security of our Services and the reliability of our data, we may process your information to further our legitimate interests, so long as any such legitimate interests are not overridden by your rights or interests.

Consequences of Withholding Data

If you choose not to provide certain information, we may be unable to provide some portions of the Services, such as processing your registration, issuing event credentials, or fulfilling accessibility or dietary requests.

5. Speakers

Speakers acknowledge that their name, biography, submitted content, likeness, photograph and other information related to session submissions may be publicly published on our website or via promotional materials before, during, and after the event. We may retain and publish session recordings and speaker materials indefinitely.

6. Disclosing Your Information to Third Parties

We do not sell or rent Personal Information. We do not share attendee contact details with sponsors. We may share or publish aggregated, anonymous statistics such as attendee counts, job roles, industry segments, or geographic distribution. These do not identify any individual.

Service Providers

We may share limited Personal Information with trusted third-party service providers who assist us in delivering our Services. These providers may include:

• Payment processors for handling ticket purchases and refunds

• Event registration platforms for attendee management and ticket issuance

• Email communication platforms for providing event updates and marketing communications

• Website hosting, content management, and analytics providers for operating the website, measuring traffic, and improving performance

• Call-for-speakers and scheduling tools for collecting and organizing talk submissions

• Digital contract and signature services for managing sponsorship agreements and other event documents

• Event venues and onsite service vendors including catering, audiovisual support, and facility operations

• Cloud storage and productivity services for securely storing documents and media, communications, and operational information

• Invoicing, billing, and financial administration platforms for managing invoices, payments, reimbursements, and accounting records

• Media hosting and distribution platforms to host, stream, and publicly distribute Event Media, including recorded conference sessions, workshop content, and related promotional materials. Speakers and attendees may appear in such recordings. These platforms may process information such as usernames, viewing activity, or comments according to their own privacy policies. We encourage you to review those policies when interacting with hosted content.

We may also disclose information if we reasonably believe doing so is necessary to comply with applicable laws, respond to lawful requests, protect the rights or safety of attendees, or detect, prevent, or address fraud, security, or technical issues.

These providers process information on our behalf and are bound by their own privacy and security obligations. We require third-party providers to implement commercially reasonable security practices and process information only as instructed. These service providers may be located in multiple jurisdictions.

7. International Data Transfers

Because we use vendors based in the United States and other countries, your information may be transferred internationally. When doing so, we use reputable vendors that implement safeguards such as Standard Contractual Clauses or equivalent mechanisms intended to provide adequate protection under applicable law.

8. Data Retention

We retain Personal Information we received as described in this Privacy Policy for as long as necessary to provide our Services, pursue legitimate business purposes, and / or comply with legal and accounting requirements. We may retain archived materials, including session recordings and photographs, for educational and promotional purposes without expiration.

You may request deletion of your Personal Information at any time, subject to certain limitations. This does not apply to recorded conference content, photographs, or other Event Media that has already been published or archived. We may retain Event Media for documentation, educational, and promotional purposes. We may also retain certain information as required for legal, accounting, or compliance purposes.

9. Your Rights

Depending on your location, you may have the right to:

• Confirm whether we are processing your Personal Information

• Request access to or a copy of your Personal Information

• Request correction of Personal Information where it is inaccurate or incomplete

• Request deletion of your Personal Information, subject to limitations. Please see Data Retention. 

• Withdraw consent to processing your Personal Information

• Opt out of marketing communications.

You may opt out of marketing emails at any time by using the unsubscribe link in any message. 

To exercise these rights, please contact us as set forth below. Exercising these rights may affect your ability to participate in certain aspects of our Services that require specific personal information, such as badge issuance, registration verification, or accommodation requests.

10. Your Choices

You may manage cookies through your browser settings. You may also unsubscribe from marketing emails at any time by using the link included in each message. Unsubscribing from marketing communications does not affect administrative or transactional messages related to your registration or participation in the event.

11. Children’s Privacy

Our Services are intended for individuals age 16+. Individuals under the age of 16 should not register or submit information without parental consent. We do not knowingly collect information from children under 13.

12. Data Security

We use reasonable technical and organizational safeguards to protect your information. However, no method of transmission over the internet or electronic storage is 100% secure.

13. Third-Party Links

Our Services may include links to external sites. We are not responsible for their privacy practices.

14. Changes to This Policy

We may update this policy as our event evolves. We will post the revised date at the top of this page. Material changes will be communicated through the website or email.

15. Contact Us

If you have questions about this Privacy Policy or if you wish to submit a request to exercise your rights as detailed in the Privacy Policy, please email us: hello@tokioconf.com. Please include “Privacy Request” in the subject line.

16. Change Log